ORDER LETTER AND COMPLAINING LETTER
Order Letter
Definition
A
letter of order is a document that confirms the details of a purchase of goods
or services from one party to another. It usually includes more information
about what you are ordering, like quantity, model number, or color, the payment
terms, and the matter in which the products are to be shipped. When the
recipient receives this letter, they will process the order and send the
merchandise.
An
“Order” is an expense for the person placing the order and an income for the
one getting it. But this is not all. The company that bags the order has to
fulfill lot of commitments to ensure that it has a satisfied customer, which
can be an individual or another company. Timely delivery of the order, quality
of delivery and after sale service – are all part and parcel of getting an
order.
An
Order Letter is the one that is written by the person/company placing the
request of purchase from another company. This letter comes into action only
when a detailed study of the desired product has been done in the market and
based on promised service, quality and price of the product, a decision for a
purchase has been made.
An
Order Letter should be drafted very carefully as it needs to pen down all the
terms and conditions of the purchase for the benefit of both involved parties.
It should have details such as product specifications, quantities, price agreed
upon, delivery date, late delivery clauses, etc. It should be addressed to the
person responsible for the execution of the order with a copy to the head of department.
Since it is totally an official letter it should be typed.
Example
Mancini Kitchen Equipment
Troy D. Mancini
4220 Straford Park
Harold, KY 41635
Troy D. Mancini
4220 Straford Park
Harold, KY 41635
Dear Mr. Mancini,
We
would like to purchase twenty two (22) individual stand mixers (Model #43423),
all in the color red.
We
would like you to charge this purchase to the preexisting account that we have
with you, business account #543234.
We
hope to receive this order no later than Friday, November 11th, 2009. Attached
to this letter please find our preferred shipping method and receiving address.
Please
confirm that you received this order by calling us at 232-231-4563 anytime
during business hours, Monday to Friday.
Thank
you for your cooperation.
Keller
Kitchen Co.
Complaining Letter
Definition
A
Complaint letter is a request for an adjustment. In other words, it is a letter
that describes about the damage; errors or mistakes happened to the delivered
goods and therefore claims for compensation is known to be a complaint letter.
In
modern age, the chain of business is not limited within the boundary of
country. As business is expanding, its complexities are also increasing. So,
mistake or fault is not a strange matter in the arena of business. There may be
wrong delivery of goods shipment of obsolete, poor quality or underweight
goods, faulty packing, delivery after the specified date and other damages to
the goods shipped. In the above cases, buyer is supposed to suffer financial
loss and therefore he has every reason to complaint to the seller demanding
compensation. Hence a letter is used to serve such purpose is called complaint
letter.
To
draft such a letter, buyer must have valid grounds to explain that he has
suffered financial loss or otherwise there will be misunderstanding which may
damage business relation buyer requires special care with the art of convincing
the seller. Clarity and courtesy are the important factors to write a letter of
complaint. The complaint should be made politely without showing any sign of
anger.
Causes
of Drafting Complaint Letter or, Sources of Mistakes giving rise to Complaints. The following are usual causes for
which a complaint letter is drafted:
1.
Problem with the
delivered goods: If the goods that are delivered are
:
Under weight,
Obsolete,
Defective,
Incomplete,
Not according to buyer’s
specification such as color, brand, size etc.
Wrong or poor quality;
then buyer can make a claim to the seller for the mistake.
2.
Pricing: If there is any mistake in preparing
the invoice of the shipped goods, then such letter is written.
3.
Packing: Faulty
or poor packing of the goods causes damage to the goods which can be claimed to
the seller.
4.
Transport: Goods are supposed to be shipped
according to convenience of the buyer. But if wrong carrier is used it may call
for writing such letter.
5.
Terms & Condition: If the terms and condition of business
are violated by the seller then such a letter is placed.
6.
Faulty Insurance: If insurance coverage is not made
properly according to instruction of the buyer, then there may be claim through
complaint letter.
On the above
grounds, buyer can complaint but it must be in a decent and polite way.
Example
56 Disgruntled Street
Somewhere Unhappy
1AM MAD
Somewhere Unhappy
1AM MAD
Customer Service Manager
That Awful Company
Somewhere Awful
UR BAD
That Awful Company
Somewhere Awful
UR BAD
June 15, 2016
Dear Sir/Madam,
I
am writing today to complain of the poor service I received from your company
on June 12, 2016. I was visited by a representative of That Awful Company, Mr.
Madman, at my home on that day.
Mr.
Madman was one hour late for his appointment and offered nothing by way of
apology when he arrived at noon. Your representative did not remove his muddy
shoes upon entering my house, and consequently left a trail of dirt in the
hallway. Mr. Madman then proceeded to present a range of products to me that I
had specifically told his assistant by telephone I was not interested in. I
repeatedly tried to ask your representative about the products that were of
interest to me, but he refused to deal with my questions. We ended our meeting
after 25 minutes without either of us having accomplished anything.
I
am most annoyed that I wasted a morning (and half a day's vacation) waiting for
Mr. Madman to show up. My impression of That Awful Company has been tarnished,
and I am now concerned about how my existing business is being managed by your
firm. Furthermore, Mr. Madman's inability to remove his muddy shoes has meant
that I have had to engage the services, and incur the expense, of a professional
carpet cleaner.
I
trust this is not the way That Awful Company wishes to conduct business with
valued customers—I have been with you since the company was founded and have
never encountered such treatment before. I would welcome the opportunity to
discuss matters further and to learn of how you propose to prevent a similar
situation from recurring. I look forward to hearing from you.
Yours faithfully,
V. Angry
Make a Letter of Apology Replacement
Goods
PT.
BINAMAN SEJAHTERA
22
Jl. Bumi Raya, Semarang 20002, Jawa Tengah
Telp:
023-567898 Fax: 023-123456 Email: binamanasejahtera@yahoo.com
November 7, 2016
John Smith
Purchasing Manager
CV. INDAH PERMATA
75 Jl. Muara Karang, Jayapura
22001
Irian Jaya
Dear Mr. John Smith,
I understand that your Magnaflux
compressor from order letter no. 34P was delivered in an unacceptable
condition. I will immediately ship to you a replacement within 14 days. Since I
am embarrassed by this matter, I will discount the replacement order by
5%. The difference will be credited to your account.
Since your satisfication
is our goal, do not hesitate to call our company at 023-567898 if I can be of
any further assistance,
Sincerely,
Nazaline Adinda Larasati
Marketing
Manager
Encl.
Order
from No. 34P
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